Club Orders & Checklist
  • 04 Jan 2024
  • 2 Minutes to read
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Club Orders & Checklist

  • Dark
  • PDF

Article summary

Club Orders

  • If you have 50 or more club orders, we will request a Club Checklist to add your shipments to our Master Club Shipping Schedule.
  • The order type is “CLUB”.
  • Packing slips are not included in Club shipments.
  • Inserts/collateral should be set up as SKUs in the WD system and submitted on your system orders.
  • Order Holds and/or Requested Future Ship must be established prior to submitting orders.
  • Ensure product moves are completed from Primary to Club sub-inventory if applicable.
  • Vintage Funds account should be pre-funded prior to club shipments if applicable.
Clubs with CoolPacks/Temp Control Truck requests: please coordinate with your Club Manager before planning your club shipments, as noted on the new Save the Date document. 

Club Setup & Timeline

  • Planning: 6 weeks in advance for Save the Date
    WD requests clients complete a 
    Forecast Planning Worksheet annually with a full year’s worth of forecasting data to help book their desired ship dates and help WD plan for staffing and packaging needs. We also request a completed Club Checklist/Save The Date, of which we offer a downloadable version HERE.  This form should be submitted six weeks in advance of your club ship date to your Account Manager.  This worksheet includes the requested ship date, the date we need product SKUs set up, the date we need inventory In requests completed, the date orders need to be submitted, whether Coolpacks will be used, package sizes, and forecasted SKUs. 
  • Product Setup: 4 weeks in advance of the ship date (5 weeks if shipping bi-coastally)
    A Product Setup Form for your wines and inserts/collateral should be completed and submitted to Before submitting the Product Setup Form, please coordinate any price posting or label registration efforts with your compliance partner for 3-Tier states.
  • Inventory Transfer: 3 weeks in advance of the ship date (4 weeks if shipping bi-coastally)
    Complete and submit an inventory Transfer In request online via the WD Portal.
  • Inventory Delivery: 2 weeks in advance of the ship date (3 weeks if shipping bi-coastally)
    Upon receiving confirmation of your Inventory In request, you will receive a reference/PO#.  Inventory may be delivered to the appropriate WD fulfillment center.
  • ORDER DATA SUBMISSION - 1 week in advance of the ship date
    Please submit Club orders one week before the ship date to check for any data integrity issues and to allow us to begin preparing packages for shipment. Remember to include your insert/ collateral SKUs with each order. Please check with your POS/eCommerce provider on any special needs about releasing your orders. 

ShipCompliant & Club Orders
Club-type orders are not automatically released from ShipCompliant; therefore, users who are integrated with ShipCompliant will need to manually release Club orders in batches from ShipCompliant by following the below instruction. This manual action must be repeated whenever a club order needs to be fulfilled.
For support or additional questions related to ShipCompliant, please contact ShipCompliant at 888-449-5285.

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